Executive Assistant

Role Summary

The Executive Assistant provides direct administrative and operational support to the Head of Commercial and collaborates closely with other members of the Commercial team. This role manages day-to-day administrative tasks, coordinates meetings and communications, prepares presentations and reports, and ensures the smooth execution of departmental activities.

Responsibilities

• Provides high-level administrative support and assistance to the Head of Commercial and/or other assigned leadership staff to ensure they efficiently accomplish key tasks & strategic initiatives.
• Organize and assist with internal and external meetings, and other company-related events, including catering and logistics, off-site planning.
• Create and modify documents using Microsoft Office applications, including Word, Excel, and PowerPoint.
• Participates in the monthly and bi-weekly meetings and transcribes minutes of meetings to distribute to the management team.
• Assist site leadership in collecting data, generating reports, and data administration.
• Performs clerical and administrative tasks, including drafting emails, reports, and other documents for the Head of Commercial.
• Arranges travel and accommodations for the Head of Commercial.
• Manage the Head of Commercial’s daily calendar, schedule meetings, confirm appointments, and coordinate travel itineraries.
• Anticipates obligations, needs, and plans for the week’s objectives.
• Serve at the first point of contact for vendors and guests, promoting a positive company image and engagement experience.
• Performs additional reasonable duties as assigned by the Head of Commercial.

Qualifications

• Bachelor’s degree or related field preferred.
• At least four years of C-level staff support.
• Excellent verbal and written communication skills.
• Excellent organizational skills and extreme attention to detail.
• Excellent time management skills with a proven ability to meet deadlines.
• Ability to function well in a high-paced and, at times, stressful environment.
• Extensive knowledge of office administration.
• Extremely proficient with Microsoft Office Suite or similar software with the ability to learn new or updated software.

Skills

• High-level administrative support
• Calendar management and travel coordination
• Document creation and editing (Word, Excel, PowerPoint)
• Meeting coordination and minute-taking
• Data collection and reporting
• Professional communication and discretion

Education

• Bachelor’s degree or related field (preferred)

Additional Requirements

• On-Site
• Travel up to 15%